Privacy Policy

At Peninsula Dentistry & Orthodontics, we are committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our dental practice, use our website, or interact with our services.

By using our website or services, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this policy, please do not access our website or use our services.

Information We Collect

We may collect the following types of information when you visit our practice, use our website, or communicate with us:

Personal Information

• Full name, date of birth, and contact information (phone number, email address, mailing address)
• Insurance information and billing details
• Emergency contact information
• Government-issued identification numbers when required for insurance processing

Health Information

• Dental and medical history, including current medications and allergies
• Treatment records, clinical notes, and diagnostic images (X-rays, photographs)
• Referral information from other healthcare providers

Website Information

• Information submitted through contact forms or appointment requests
• Device and browser information, IP address, and browsing behavior
• Cookies and similar tracking technologies (see Cookies and Tracking section below)

How We Use Your Information

We use the information we collect for the following purposes:

• Dental Treatment & Care: To provide, coordinate, and manage your dental treatment and related healthcare services
• Appointment Management: To schedule, confirm, and send reminders for your appointments
• Billing & Insurance: To process payments, submit insurance claims, and manage your account
• Communication: To respond to your inquiries, provide treatment updates, and send important practice notices
• Quality Improvement: To improve our services, website experience, and overall patient care
• Legal Compliance: To comply with applicable laws, regulations, and legal obligations

HIPAA Compliance

As a dental healthcare provider, Peninsula Dentistry & Orthodontics is required to comply with the Health Insurance Portability and Accountability Act (HIPAA). We take our obligations under HIPAA seriously and have implemented comprehensive safeguards to protect your Protected Health Information (PHI).

Your Rights Under HIPAA

As a patient, you have the right to:

• Receive a copy of our Notice of Privacy Practices
• Request access to and obtain a copy of your health records
• Request amendments or corrections to your health information
• Request restrictions on certain uses and disclosures of your PHI
• Request confidential communications (for example, contacting you at a specific phone number)
• Receive an accounting of disclosures of your PHI
• File a complaint if you believe your privacy rights have been violated

Permitted Disclosures

We may use or disclose your PHI without your authorization for purposes of treatment, payment, and healthcare operations. In all other cases, we will obtain your written authorization before using or disclosing your PHI, unless otherwise permitted or required by law.

Data Security

We implement a variety of administrative, technical, and physical security measures to maintain the safety and integrity of your personal and health information. These measures include:

• Encrypted electronic health record systems with secure access controls
• Regular security risk assessments and staff training on privacy and security protocols
• Secure, locked storage for physical records and documents
• SSL/TLS encryption on our website to protect data transmitted online
• Limited access to personal information on a need-to-know basis among staff

While we strive to use commercially acceptable means to protect your information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly addressing any breach in accordance with applicable laws.

Third-Party Services

We may use third-party service providers to help us operate our practice and website. These may include:

• Practice Management Software: For scheduling, patient records, and billing
• Payment Processors: To securely handle payment transactions
• Insurance Clearinghouses: To submit and process insurance claims
• Analytics Providers: To analyze website traffic and usage patterns
• Communication Platforms: For appointment reminders and patient communications

All third-party service providers who handle PHI are required to enter into Business Associate Agreements (BAAs) with our practice, as mandated by HIPAA. We do not sell your personal or health information to third parties.

Cookies and Tracking

Our website may use cookies and similar tracking technologies to enhance your browsing experience. Cookies are small data files stored on your device that help us understand how visitors use our website.

Types of Cookies We May Use

• Essential Cookies: Necessary for the website to function properly
• Analytics Cookies: Help us understand how visitors interact with our website
• Preference Cookies: Remember your settings and preferences for future visits

You can control cookie settings through your browser preferences. Disabling cookies may affect the functionality of certain parts of our website. No health information is collected through cookies on our website.

Your Rights

In addition to your rights under HIPAA, you may have the following rights depending on your jurisdiction:

• Right to Know: You may request information about the categories of personal information we have collected about you and how it has been used
• Right to Delete: You may request the deletion of your personal information, subject to certain legal exceptions
• Right to Opt-Out: You may opt out of the sale or sharing of your personal information (we do not sell personal information)
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights
• Right to Correct: You may request the correction of inaccurate personal information we maintain about you

California residents may have additional rights under the California Consumer Privacy Act (CCPA). To exercise any of these rights, please contact us using the information provided below.

Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or would like to file a complaint, please contact us:

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights if you believe your privacy rights have been violated under HIPAA.